Saved Resolutions
Purpose: The Saved Resolutions form insures that
corporate documents are organized and accessible. It does not replace a physical Corporate
Records Book.
Overview:
The Saved Resolutions form
provides a place to store corporate documents but hard copies of documents
with the appropriate signatures need to be stored in a physical Corporate
Records Book.
Saved documents can be reopened, modified, printed, saved
to an RTF formatted file, or copied and pasted in a different word processor.
Reopening a saved document is a simple process. Just double clicking on the document title
in the Saved Documents form.
Click the underlined links below
for details.
Saving
Documents: The documents
listed on the Saved Documents form originated from one of four sources:
1.) Documents generating from the CMS Create Documents
form
2.) Documents saved in an RTF format in a different word processor
3.) Text copied from nearly any source
4.) Reopened documents from the Saved Documents form
The graphics below illustrate how a document in the CMS
word processor can be saved to either an RTF file or, after closing the word
processor, it can be saved to the CMS Saved Documents table.
After the word processor is
closed an option box appears. The
particular option box that appears depends on where the document originated.
1.)
When a document originates in the CMS Create
Documents form this option box appears:
The name of the corporation that
the document is being created for was selected on the CMS Create Documents
form so entering a title for the document is all that’s left. Press the YES button to save the document
or the NO button to exit without saving.
If you press the YES button the Document Title box appears.
You can enter the title of the
document as it appears on the form or you can enter a different title.
2.) When
an RTF formatted file is opened in the CMS word processor or,
3.) when
text is copied in another program and pasted into the CMS word processor this
option box appears after the CMS word processor is closed:
The name of the corporation that
the document is being created for has not been entered previously so you need
to select one of the corporate names from the Company list. Then enter the name of the new
document. Press the Save And Return
button to save the document and return to the Saved Documents form or the
Close button to exit without saving.
4.) When
a document was previously saved in the CMS word processor the following
option box appears:
If you made changes to the document
and want to save the changes to the original document, press the Save
button. If you want to retain the
original document and save the changed document as a new, separate document,
press the Save As button and the Document Title box appears. To close without saving the document, press
the Close button.
When entering the title for the
changed document, use a unique title that will help you differentiate it from
the original. The document is saved
for the same company as the original document.
Each of the documents appears in the list on the Save
Documents form.
The Saved Documents form lists documents that have been
saved for by company name. Select a
company name from the Company Tabs at the top of the form to display the
saved documents for that company then double click the name of the document
to open it in the word processor.
Emailing
a Saved Document: To email
a document your email software must be MAPI compliant. If it is select the document on the Saved
Documents form that you want to email or hold down the Ctrl key while
selecting documents to select more than one document. (If your email client is not MAPI
compliant, such as AOL, you will need to copy and past documents into an
email message or sent documents as RTF formatted file attachments.) Press the Press To Email Selected Documents
button at the bottom of the form and the following form appears:
All of the people associated with the selected company that
have an email address entered on the Personnel form appear in the list
with their email address. To display
only director names or only the shareholder names press the appropriate
button. Press the Show All button to
redisplay all of the names.
Select the name of the person you want to email documents
to. Hold down the Ctrl key while
selecting names to email documents to more than one person. Once names are selected press the small
envelope button in the top left portion of the screen and your email client
will appear.
All of the email addresses you selected appear in the TO
box and all to the documents you selected appear as attachments to the
message. Send the message as you would
any other, press Send.
NOTE: Sending corporate documents by email needs to be approved
by the board of directors and possibly by the shareholders. Some states may also have rules governing
how documents can be sent to directors and shareholders, particularly when
the corporation is publicly held.
Related
Information:
1. Adding A Saved Document
Record
- When exiting the word processor a dialog box appears that permits
saving the document to the Saved Documents table..
2. Deleting A Saved Document Record
- On the Saved Documents form, select the title of the document to
be deleted and press the delete button on the Standard toolbar.
3. Modifying A Saved Document
Record
- On the Saved Documents form, double click the title of the
document. It will appear in the word
processor where it can be modified.
Upon exiting the word processor an option box appears so you can
resave the document or save it as a separate document.
4. Record Navigation 
- The First/Prior/Next/Last buttons move through the saved
documents records for the selected company.
5. List  and
Find 
- The ‘List’ option
displays saved documents in the order they
were entered
Selecting a name in the list displays that
record.
- The ‘Find’ option locates documents
for selected company by
Document Date
Document Title
6.
Reports The following reports are
accessible from the Reports option on the main menu. (While moving from one
form to another the report options change.)
- Saved Documents for Selected
Company
- Saved Documents by Company
____________________________
Save: To save a document
that originated on the CMS Create Documents form just press the Save button.
You are given an opportunity to name the document. Use a unique name that will make the
document easy to find in the list of documents on the Saved Documents form.
GO
TOP
____________________________
Save To CMS Database: When you save to the CMS database you are storing the
document in a table in the database so it can be easily located and
reopened. The word processor must be
closed before this save process can begin.
GO
TOP
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Save In RTF Format: Saving to an RTF format saves the document outside the
database as a separate file that can be opened in programs that are RTF
compatible. The RTF format is a standard format that is recognized by most
word processors.
GO
TOP
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Email Saved Document: Select document titles then press this
button to email the selected documents.
GO TOP
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Enter Title: The name of the
document appears in the list of saved documents on the Saved Documents
form. Enter a unique name so the
document can be found easily. GO
TOP
____________________________
Do Not Save: Press this button to exit the save process and return to the
Navigation toolbar. GO TOP
____________________________
More: An on-line, detailed description of the option box.
GO
TOP
____________________________
Close: Press Cancel to return to the navigation buttons after
saving modifications to the database.
GO TOP
____________________________
Continue:
Press Continue
after the
dialog box options have been selected.
This will save modifications to the database and the form will return
to the navigation buttons.
GO TOP
____________________________
Document Title: Titles of documents associated with the selected company
are listed on the Saved Documents form.
Double click a title to open it in the word processor. GO TOP
____________________________
Save & Return: This button actually gives you a chance to
name the document before returning.
Documents that originate as an RTF file or as text pasted into the
word processor do not have a name already associated with the document.
____________________________
Save: To save the document press the Save button. The original document will be overwritten.
____________________________
Save As: When you open a saved document you can modify it and save it as a new
document without changing the original document. You are given the opportunity to name the
new document. The name should be
unique and it should make the document easy to locate in the list of saved
documents.
GO TOP
____________________________
More: An on-line, detailed description of the
option box.
GO TOP
____________________________
Enter Title: New documents and copies of documents need a title before they can be
saved. GO TOP
____________________________
Cancel:
Press Cancel to return to the navigation buttons after saving
modifications to the database.
GO
TOP
____________________________
Close: Press the Close button to return to the navigation toolbar without
saving the document.
GO TOP
____________________________
Company Name: All documents on the Saved Documents form must be linked
to a company name so the name of the document will appear on the form when
the company name is clicked in the company tabs. To create the link select
a name from the list of companies.
GO
TOP
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Company Tabs: Select a name from
the company tabs at the top of the form and the documents associated with the
selected company will appear on the Saved Documents form.
GO
TOP
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Record Count: The number of documents associated with the selected
company.
GO
TOP
____________________________
Document Title: Titles of documents associated with the selected company
are listed on the Saved Documents form.
Double click a title to open it in the word processor. GO TOP
____________________________
More: An on-line,
detailed description of the option box
GO
TOP
____________________________
Enter Title: New documents and
copies of documents need a title before they can be saved. GO TOP
____________________________
Close: Press the Close button to return to the navigation
toolbar without saving.
GO
TOP
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